PA / Executive Assistant in Belfast

To coordinate and deliver a range of administrative support services for the Chief Executive and Senior Management Team.

Relationships

• Reports directly to the Chief Executive.
• Provides organisational support, primarily to the Chief Executive, and, as required, to the Senior Management Team, HR Consultant and Board of Directors.
• Interacts with Visit Belfast's funders, key stakeholders, corporate partners, designated suppliers and all public and private sector stakeholders.

Duties And Responsibilities

• Ensure that the work of the Chief Executive's office is organised, supervised and monitored to maximise efficiency and effectiveness, including establishing and maintaining an appropriate filing and record system for the Chief Executive and wider organisation.
• Manage the Chief Executive's diary.
• Organise and coordinate meetings and events on behalf of the Chief Executive and Directors.
• Make travel arrangements and manage the expenses of the Chief Executive.
• Assist the Chief Executive and Directors in the development and maintenance of effective working relationships with key stakeholders.
• Handle communications on behalf of the Chief Executive.
• Communicate effectively with other Visit Belfast Departments.
• Support the work of the senior management team by coordinating and attending weekly SMT meetings.
• Work with the Chief Executive and Directors to coordinate the business planning process.
• Coordinate the updating of activity and evaluation schedules to demonstrate progress against KPIs.
• Coordinate and contribute to the preparation of reports and presentations for the Chief Executive, Directors and the Board.
• Responsible for ensuring the accurate and timely production of Board agendas and supporting papers.
• Attendance at Board and Committee meetings.
• Maintenance of tender and procurement documentation.
• Administration of the conference subvention scheme.
• Working with the Directors and HR Consultant to coordinate personnel administration.
• Coordinate facilities management for the Visit Belfast office.
• Coordinate the company’s Health and Safety Committee.
• Management of Visit Belfast's meeting rooms.
• Manage and maintain appropriate levels of all office stock.
• Provide a receptionist service to all visitors and callers to Visit Belfast.
• Any other duties as required.

Other

• Assistance in the organisation of, and attendance at, Visit Belfast events as required.
• To undertake, when necessary, work out of normal office hours.
• To carry out all duties with full regard to Visit Belfast's equal opportunities and fair employment policies.
• Travel on behalf of Visit Belfast may form part of the job.

Qualifications

• Essential Criteria: Minimum 5 GCSEs, or equivalent, at grade C or above, including English and Maths.
• Desirable Criteria: IT qualification i.e. ECDL, RSA/OCR Word processing Stage III and proven experience in the use of all Microsoft applications.

Relevant Experience

• Minimum of 3 years experience within a similar role.
• Experience of diary management, and planning and organising meetings.
• Proven experience in the use of all Microsoft applications: Word, Excel, Outlook and PowerPoint.
• Experience of servicing Board meetings and writing accurate minutes.
• Experience of producing documents, briefing papers, reports and presentations at a high level.
• Experience of implementing and maintaining filing systems.
• Experience of making travel arrangements.

Desirable Criteria

• Previous experience of providing administrative support at Chief Executive/Board/Director Level.
• Office/Facilities management experience.
• Experience of HR and personnel administration.
• Experience of administrative duties for procurement exercises.

Special Aptitudes

• Excellent communication and interpersonal skills.
• Flexibility and ability to work well as part of a team.
• Good literacy and numeracy skills.
• Proven ability to work on own initiative on projects.
• Excellent planning and organisational skills.
• Good time management skills.
• Ability to meet deadlines and work under pressure.

Circumstances

• Flexibility and availability to work outside normal office hours as required.